By Tracy Lee Thomas, Founder of Go2Karate, and Dr. Greg Moody, VP of Development
If you want to know the truth about whether your current system is serving you or sabotaging you, here are the ten questions that reveal everything.
1. Does Your CRM Have an API or Webhook?
This is non-negotiable. If your system can’t integrate with other tools through an API or Webhook, you’re stuck in 2005. That means no real-time lead capture, no seamless data flow, and endless manual entry.
As Neil Patel says:
“Automation isn’t optional — it’s survival. Businesses that resist it are already losing.”
2. Can Your System Handle Leads 24/7?
Parents don’t wait for “business hours.” They’re Googling schools after dinner, clicking Facebook ads at 10 PM, and messaging on Sunday afternoons.
If your system only responds when you’re open, you’re losing leads to schools that respond instantly.
3. Does It Manage Social Media, Website, and Chat in One Place?
Parents don’t care if they contact you through Facebook, Instagram, your website, or by phone. They expect a response everywhere, instantly.
If your system forces you to check multiple platforms manually, you’re wasting time and losing consistency.
4. Does It Automate Confirmations and Reminders?
Trials without reminders are wasted advertising dollars. If your system doesn’t automatically:
- Send confirmation texts
- Push Google Calendar invites
- Fire off reminders 48 hours, 24 hours, and 2 hours before class
…then you’re playing roulette with your enrollment.
5. Does It Follow Up Automatically After the Trial?
The magic happens after the trial class. Most parents don’t sign up on the spot. They need follow-up.
If your system doesn’t send personalized messages after the trial, ask for feedback, and schedule an enrollment appointment, you’re letting families drift away.
Dan Kennedy put it best:
“The fortune is in the follow-up.”
6. Can It Schedule and Sell Upgrades, Privates, and Events?
Your growth doesn’t come just from new students — it comes from upgrades, leadership programs, private lessons, and tournaments.
If your system can’t schedule, promote, and close these opportunities automatically, you’re leaving thousands on the table.
7. Does It Tie Into Google Docs or Exportable Records?
Not every school has a modern CRM. But that’s no excuse for missed leads.
If your system can’t at least export leads into a Google Doc or spreadsheet for your staff to manage, it’s broken. Period.
8, Is It Proving Itself Every Day?
A true business system doesn’t just sit there — it proves its value.
- Did it book a trial today?
- Did it send out reminders?
- Did it follow up with families?
If your system isn’t showing you proof of performance daily, it’s dead weight.
8. Does It Put Everything Under One Roof?
School owners are drowning in logins: one for the CRM, one for website chat, one for social media, one for billing.
A real system brings it all under one roof — leads, communication, scheduling, and follow-up.
10. Is It Built to Outperform?
This is the ultimate question. Is your system just “keeping track of names,” or is it actively generating, nurturing, and closing leads?
If the answer is “no,” then you’re already behind.
Tony Robbins says:
“If you’re not growing, you’re dying.”
And in the martial arts business world, standing still is the same as falling behind.
Self-Audit Checklist…
Is your system helping or hurting? Here’s a checklist:
☐ Does my CRM connect through API or Webhook?
☐ Are leads captured 24/7, even after hours?
☐ Do confirmations and reminders send automatically?
☐ Can parents reach me on Facebook, website chat, and phone — all in one place?
☐ Does my system follow up after the trial without me lifting a finger?
☐ Can it schedule upgrades, tournaments, and privates?
☐ Does it export to a Google Doc or live record for my staff?
☐ Do I see proof every day that it’s working?
☐ Is everything under one roof? One system?
☐ Is it built to actively grow my school — not just store names?
If you have:.
- 9 or 10 you may be in good shape.
- 6 to 8, you’re losing $$ and students every month.
- 5 or less and it’s “danger of surviving” time!
Where do you stand?
Why Most Systems Fail Martial Arts Schools
Let’s be blunt: most CRMs on the market weren’t built for martial arts. They’re generic, clunky, and outdated.
- They track students, but don’t generate leads.
- They store names, but don’t schedule appointments.
- They require staff effort, instead of replacing it.
Meanwhile, the RevConnect360 AI Employee was designed with one objective: get more leads and schedule more appointments.
It’s not “nice-to-have” tech. It’s a game changer.
FOMO Is Real: Who’s Already Winning With Automation
Right now, across the country, martial arts schools are using systems like RevConnect360 to:
- Double their trial show-up rates
- Cut no-shows in half
- Automate upgrade sales
- Run 24/7 follow-up without staff
And here’s the reality: if your competitors are using it and you’re not, you’re already losing ground.
Russell Brunson reminds us:
“You’re one funnel away from your next breakthrough.” If your funnel is broken, your breakthrough never comes.
The Discipline of Pre-Qualification — Applied to Technology
We’ve talked about pre-qualifying customers before. The same discipline applies to technology.
Ask yourself:
- Does my system qualify as “modern” with API and Webhook support?
- Does it qualify as “responsive” with 24/7 lead handling?
- Does it qualify as “complete” with integration across social, chat, and web?
If not, why are you still paying for it?
Garrett White is famous for saying:
“Stop lying. Start telling the truth.” The truth is, most martial arts school owners are lying to themselves about their systems. And it’s costing them enrollments, revenue, and growth.
The All-In-One Advantage: Why Everything Under One Roof Matters
Imagine you’re running a tournament. Instead of one central command center, you’ve got:
- A clipboard for brackets
- A text chain for parents
- An email thread for staff
- A phone list for emergencies
It would be chaos.
That’s what happens when your business runs on scattered systems.
The power of an all-in-one platform like RevConnect360 is that it unifies everything:
- Social media messages
- Website chats
- Phone calls
- Text reminders
- Email follow-ups
It’s one brain controlling the entire enrollment pipeline.
Frank Kern put it like this:
“The money is in the system. Once the system is built, the sales take care of themselves.”
Martial Arts Scenarios That Prove the Point
Scenario 1: The Trial Call at 9 PM
Old system: voicemail.
RevConnect360: AI Employee answers, books, confirms, and texts a reminder.
Scenario 2: Tournament Info
Old system: staff forgets to follow up.
RevConnect360: AI Employee sends registration link instantly.
Scenario 3: Private Lesson Upsell
Old system: parent interest fizzles without a meeting.
RevConnect360: AI Employee schedules, confirms, and closes.
Why Waiting Costs You More Than Switching
School owners delay decisions because they think: “It’s too hard to switch.”
But waiting costs more than switching. Every month you delay:
- You miss 5–10 enrollments
- You lose $9,000–$18,000 in tuition value
- You fall further behind your competition
Dan Kennedy would call this “the hidden tax of inaction.”
The Bottom Line: Stop Playing Around
This isn’t about gadgets. It’s not about “shiny objects.” It’s about survival and growth in a marketplace that demands speed, automation, and precision.
RevConnect360 isn’t a toy. It’s the most advanced enrollment system in martial arts. It ties into your social media, your website, your chatbots, and your phone. It runs 24/7 with one job: get more leads and schedule more appointments.
Tony Robbins says:
“Decisions shape destiny.” Your decision today is simple: stick with the system that’s holding you back, or move into the system that outperforms nearly everything else on the market.
Supporting Sources
- TechRadar: Many businesses feel stuck with outdated CRMs
- Salesforce Blog: 10 Signs It’s Time to Upgrade Your CRM
- RazorSync: Hidden Costs of Not Using CRM
- Insycle: Why Clean CRM Data is Critical
- Jordan Hunter Martial Arts Case Study
- Gymdesk Martial Arts CRM Blog
- SkipFour SaaS for Martial Arts
- CEBA Solutions: Hidden Risks of Outdated Software
- Harvard Business Review: The Short Life of Online Sales Leads
Don’t Make This Your Final Chapter…
This is it. No more excuses. No more “good enough.” No more missed calls, missed enrollments, or outdated systems.
The schools that thrive are the ones that adopt the systems that work around the clock, tie everything together, and never stop driving leads into appointments.
RevConnect360 is that system. It’s not the future, it’s the present. And if you’re not on it, you’re already behind.